Easy ways to sync files between Macs: Built-in & third-party tools

For those with multiple Macs, syncing files across computers can be a hassle. Many have a Mac at home, at work, and maybe one in a third location! Here, I’ll show you how to transfer files from Mac to Mac and share files between Macs.

Can I sync files between two Macs?

Yes, you can sync files between two Macs. The most convenient options are iCloud Drive (or other cloud storage services like Google Drive, Dropbox, etc.), specialized third-party apps, AirDrop, and copying to an external drive. Each method has its own pros and cons, which I’ve summarized in the table below. You'll find a more detailed guide further down, but I recommend checking the table first to get a quick overview.

Syncing method	Best for	Key features	Limitations
iCloud Drive	Apple users who want seamless cloud syncing	Syncs apps, media, Desktop & Documents, access from any Mac	Limited free storage (5GB), no folder selection flexibility
ChronoSync Express	Users needing both entire Mac and custom file & folder syncing	Automated backups, scheduled sync, selective syncing	Both Macs need the same macOS version
Forklift	Managing files across servers, manual sync	Supports FTP, SMB, AFP, and cloud services, file transfers	More manual setup required
Dropshare	Managing multiple cloud services in one place	Supports iCloud, Google Drive, Dropbox, Amazon S3, file-sharing	Requires manual file updates to sync latest version
AirDrop	Quick file transfers between nearby Macs	Instant, wireless, works with iPhones and iPads	Limited to nearby Macs, not ideal for large files
File Sharing (macOS)	Sharing files with users on the same network	Customize access levels, share folders over Wi-Fi	Needs both Macs to be online on the same network
Migration Assistant	Moving data to a new Mac	Transfers apps, settings, and files from one Mac to another	Time-consuming, not ideal for daily syncing

Transfer data between Macs online with iCloud

One of the most popular ways to transfer data between Macs is via the cloud. That could be via iCloud — Apple’s own apps use iCloud to sync between Macs and iOS devices logged into the same Apple Account — or, say, Dropbox. By saving files to your online cloud account rather than your local Mac, you’ll always be working on the most recent version of a document. 

By default, you get 5GB of free iCloud storage, but that’s definitely not enough for syncing your entire Mac. To check how much space your apps, documents, and other files take up, go to System Settings > General > Storage.

For example, in my case, it’s almost 200GB, so if I wanted to sync files with iCloud, I’d need to upgrade my storage plan to iCloud+. Most likely, I’d go for the 2TB plan, which costs $9.99 per month. Check iCloud+ pricing for your country.

So, if you're wondering, “how do I move files from iCloud to my Mac?,” here's your guide:

1. Go to System Settings > Apple Account > iCloud.
2. Click iCloud Drive and toggle it on.

3. Then, toggle on Desktop & Documents Folders.

Once synchronization is complete, you’ll be able to sync these files on any Mac where you're signed in with your Apple account. This method is easy and seamless, making it a great option for many users.

Remember, if you decide to turn off the iCloud drive, all your documents can be removed from your Mac. Remember to keep a copy if you need it.

However, customization is limited. While you can sync individual apps with iCloud, you can’t sync specific folders or documents. I believe Apple designed it this way to prevent accidental data loss, but some of us may miss this flexibility.

Synch files between Macs with apps

Cloud-based storage isn’t always the right solution. You may have large files or folders that exceed your cloud storage limit, or documents you want to view and edit locally on your Mac. These are a few occasions where you’ll need to store documents and files locally and sync them later.

That could be because you work offline sometimes and need to be able to access documents or because you don’t want to store documents in the cloud. There are solutions for that too. 

ChronoSync Express: To synch and backup your folders 

ChronoSync Express allows you to quickly and easily synchronize files between two Macs. All you have to do is choose or drag and drop the destination target and source target, then click Synchronize.

What you might especially like is these features:

• Individual files and folders synching. Instead of syncing your entire Mac, select the folders you need. Just make sure that both machines run the same macOS version.
• Automated syncing or backup tasks. As soon as you connect your Macs, synchronization starts automatically. You can enable this in the Options section.
• Scheduling. Set it up to get reminders and ensure your files or folders sync exactly when you need them.

Forklift: Synch your Macs + manage files across servers

If you’d rather take a more manual approach to sharing files, Forklift can help. Designed as a tool for managing FTP servers, Forklift can also sync and transfer files from Mac to Mac on the same network. All you need to do is connect to the Mac using AFP or SMB, log in, and add the folder you want to synchronize to your Favourites in Forklift. You can then use Forklift’s sync tool to ensure the same data is always in both folders.

Transfer files with AirDrop

When two Macs are within Bluetooth range of each other, Apple’s built-in AirDrop feature may help with file transfer. It’s most useful when transferring one file at a time, and isn’t perfect for larger files or folders. But when you need to send an image or document from one Mac to another in the same vicinity, AirDrop is a very decent tool. 

Here’s how to transfer files with AirDrop:

1. Use the command-space bar keyboard shortcut to bring up Spotlight search on your Mac.
2. Type AirDrop and open the app.

3. Find the Mac you want to send files or folders to.

4. Drag and drop the files or folders onto the icon of the Mac you’re sending to.

For this to work well, both Macs should have their discoverability set to "Everyone." (It’s an option at the bottom of the screen. You may be able to use the "contacts only" setting, though this can be cumbersome when two Macs are using the same Apple Account.)

The upside to AirDrop is it can be used to send files to iPhones, iPads, or other Apple devices within range. 

File Sharing

You can use built-in settings on your Mac to share files and folders with others in your network. It’s a good option for those who want to own a document and allow others to edit them, or set particular users to have "read-only" access. Here’s how:

1. Go to System Settings > General > Sharing.
2. Click the i icon next to Sharing and customize settings.
3. Under "Shared Folders," add or remove folders you want others in your network to have access to. You can use "+" and "–" to manage folders (extend the window if you don't see them) or just drag and drop files there.
4. Under "Users," choose the level of access you want each user on the network to have.

This is a good option for those with multiple Macs, but you have to remember a few things. First, you have to manage the settings from one Mac. You may also forget that another Mac has read-only access to a folder, which has to be controlled from the "main" Mac computer. That said, it’s okay for those with a few Macs which are always on the same network.

How to move your content to a new Mac

Apple’s built-in Migration Assistant can help you transfer data from an old Mac to a new one. I’ll walk you through the basics of using Migration Assistant.

Step 1. On your new Mac:

1. Open Migration Assistant.
2. Select "from a Mac, Time Machine backup, or startup disk".
3. Click Continue, enter your password, and click Ok.

Step 2. On your old Mac:

1. Open Migration Assistant.
2. Select "To another Mac".
3. Click Continue.

Step 3. On your new Mac:

1. When prompted, select the Mac you’re transferring content from.
2. Click Continue.

Make sure your old and new Macs select each other as the original or destination source, and select Continue in the window. The migration will start. Please note this process can take a day or longer, and you may be required to connect your Macs with a USB cable.

Try tools for synching your Macs for free

Keeping files and folders synced is important. Apple’s own tooling makes it possible, but there are better options for some cases.

ChronoSync Express and Forklift are great if cloud syncing is not your thing. On the other hand, if you're all in the clouds, try Dropshare to bring all your cloud services under one roof and share files easily. These apps are available for free via a seven day trial of Setapp, the leading suite of productivity apps for the Mac. Once the free trial has ended, Setapp is only $9.99 per month for continued unlimited access to its full catalog of more than 250 apps.

FAQ about how to sync files between Macs